Messy source files
PDFs arrive with inconsistent names, duplicate versions, and unclear document types.
Intelligent handover document processing
Construction handover packs in 24 hours, without the PDF chase.
Send us your project PDFs. We sort, register, rename, structure, and gap-check them into a clean commercial construction handover package within 24 hours.
No obligation. Send a ZIP from your next project and keep the returned register, folder structure, and gap report.
- Built for commercial construction
- No manual data entry
- 24-hour turnaround
- You keep the output
The closeout problem
Handover admin should not consume your closeout team.
By practical completion, project teams are usually sitting on hundreds of PDFs: warranties, datasheets, O&M manuals, certificates, as-builts, commissioning documents, and subcontractor files. The work is not just filing them. It is identifying what each document is, naming it consistently, matching it against requirements, and finding what is missing before the client does.
Manual registers
Teams spend hours building spreadsheets that still need checking by someone senior.
Missing documents
Gaps surface late — usually after the client or superintendent has already asked.
Closeout pressure
The team that should be finishing the job gets pulled into document admin instead.
$1,200–$2,700
Typical staff-time cost of manual handover documentation, per project.
How it works
Send the ZIP. Get the pack back.
A done-for-you service. No templates, no setup calls, no manual data entry on your end.
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1
Upload or email your project PDFs
Send a ZIP of the handover documents you already have. No templates, setup calls, or manual data entry required.
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2
We classify, rename, and register every document
Each file is identified, sorted into the right category, renamed consistently, and logged into a structured document register.
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3
You receive a handover pack and gap report
Within 24 hours, you get a clean folder structure, document register, and missing-items report showing what still needs to be chased.
Ideal for commercial projects approaching practical completion, teams inheriting a messy document folder, or builders who need a fast independent check before client handover.
Deliverables
What you get back within 24 hours.
Document register
A structured spreadsheet of all files, document types, categories, dates where available, and status notes.
Clean folder structure
Files sorted into logical handover categories so the package is easier to review and issue.
Consistent file naming
Messy PDF names standardised into a clear naming convention you can apply across future projects.
Gap analysis
A missing-items report across warranties, O&M manuals, certificates, datasheets, commissioning docs, and as-builts.
Issue-ready ZIP
A cleaner package your team can review, amend, and send onward to the client without a second pass.
Before
Scan_003.pdfWarranty final final.pdfsubby docs.zipmanual.pdfIMG_2384.pdf
After
02_OM/HVAC_OM_Manual_Rev2.pdf01_Warranties/Roofing_Warranty_2025-09-12.pdf04_Certificates/Electrical_COC_Lvl3.pdf03_Commissioning/HVAC_Commissioning_Report.pdf05_AsBuilts/Mech_AsBuilt_Rev1.pdf
Sample output
See a sample handover package before sending your own.
A dummy project sample showing the register, folder structure, and gap report we return. The data is fictional — the format is the real output.
001
HVAC_OM_Manual_Rev2.pdf
O&M Manual
Mechanical
2025-09-12
Logged
002
Roofing_Warranty_2025-09-12.pdf
Warranty
Building Fabric
2025-09-12
Logged
003
Electrical_COC_Lvl3.pdf
Certificate
Electrical
2025-08-30
Logged
004
Lift_Commissioning_Report.pdf
Commissioning
Mechanical
2025-09-04
Review
005
Mech_AsBuilt_Rev1.pdf
As-Built
Mechanical
2025-09-10
Logged
006
Fire_Alarm_O&M_Manual.pdf
O&M Manual
Fire Services
—
Missing
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01_Warranties
- Roofing_Warranty_2025-09-12.pdf
- Glazing_Warranty_2025-08-22.pdf
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02_Operations_and_Maintenance
- HVAC_OM_Manual_Rev2.pdf
- Lift_OM_Manual.pdf
- 03_Commissioning
- 04_Certificates
- 05_As_Builts
- Document_Register.xlsx
- Gap_Analysis.pdf
Required itemCategorySourceStatus
Fire alarm O&M manual
O&M Manual
Fire services subcontractor
Missing
Sprinkler hydrostatic test certificate
Certificate
Hydraulic services
Missing
Switchboard schedule (final)
As-Built
Electrical
Outdated rev
BMS commissioning records
Commissioning
Controls
Missing
Façade product datasheets
Datasheet
Façade
Partial
Lift annual inspection certificate
Certificate
Vertical transport
Missing
Request sample output
Dummy data, real format. ~3.4 MB ZIP.
Security & confidentiality
Built for sensitive project files.
We treat your documents as confidential project material. Files are used only to prepare your handover output, access is limited to the processing workflow, and we can delete source files after delivery on request.
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Confidential handling
Your files are used only to process your handover package — not for marketing, training datasets, or showcase work.
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Deletion on request
Ask us to delete source files after the package is returned, or set a retention window that suits your project.
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No surprise publishing
We do not publish, share, or showcase your project documents without explicit permission.
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Human review available
If required, we can include a manual review step before final delivery for higher-stakes packages.
Operational policy. Specific contractual terms (NDAs, retention periods, data residency) can be confirmed before any files are shared.
Pricing & pilot
Start with one project. No platform rollout required.
Most popular
First sample pack
Free
Send a ZIP from a current or recent project. We return a sample register, folder structure, and gap report within 24 hours.
- Document register (sample scope)
- Structured folder package
- Gap analysis report
- You keep the output
Full project processing
Quoted
Priced by document volume and required review depth. Fixed-fee pilots available for first projects.
- Full document register
- Project-wide folder restructure
- Naming convention alignment
- Gap analysis with chase list
- Optional human review pass
Manual handover documentation can cost $1,200–$2,700 in staff time alone. Handover Automation reduces that admin load and gives your team a cleaner starting point.
Founder note
Built to remove the worst part of closeout admin.
“I built Handover Automation to remove one of the most frustrating parts of commercial construction closeout: turning a messy pile of PDFs into something a client can actually review. The goal is simple: help project teams find gaps earlier, reduce admin time, and get to a cleaner handover faster.”
Hamish Anderson
Founder, Handover Automation
FAQ
Common questions
What do I need to send?
Send a ZIP containing the PDFs and documents you already have for the project. If your files are messy or inconsistently named, that is exactly what the service is designed to handle.
Do we need to use a template?
No. You can send your existing files. We structure and register them from there.
What do we receive?
You receive a structured handover package, document register, renamed files, and a gap analysis showing likely missing items.
How fast is turnaround?
The standard sample turnaround is within 24 hours, depending on document volume.
Is this software or a service?
It is a done-for-you handover automation service. You do not need to roll out a new platform to get value from the first project.
What project types are best suited?
Commercial construction projects approaching practical completion, teams preparing O&M manuals, or builders who need a fast audit of handover documentation.
Can you match our company naming standard?
Yes. If you have an internal naming convention or folder structure, send it with the ZIP and we can align the output to it.
What happens if documents are missing?
Missing or likely incomplete items are listed in the gap analysis so your team can chase them before handover.
Have a messy handover folder? Send it through.
Send a ZIP from your next project and we will return a cleaner handover package within 24 hours. No obligation. You keep the output.
Reply within one business day. Sample turnaround within 24 hours of files received.